Charities, foundations and community organisations

The CRM for nonprofits.

GuardenerAI for nonprofits is a CRM set up for fundraising and grants. It keeps donors with their donor level, lifetime giving and last gift, tracks grants from research to award with funder, amounts and report due dates, and sends appeals and updates by email, SMS or WhatsApp. It is for small and medium-sized nonprofits that want to raise more without adding staff.

Donors in one spreadsheet, grants in another, and the appeal list exported from a third. A small team spends its time reconciling instead of raising. GuardenerAI keeps donors, funders and grants in one system, so every relationship has a history and every deadline has an owner.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Every donor’s giving in one place

Persons carry Donor Level, Lifetime Giving, Last Gift and Last Gift Amount, so you can see at a glance who is first-time, recurring, major or legacy.

Grants with their deadlines

Each grant records its funder, program area, status, amount requested and awarded, and the submitted, decision and report due dates, so nothing is found late.

Appeals that match the relationship

Send appeals and updates by email, SMS or WhatsApp to segments you build, with consent per channel and topic, and see delivery, opens and clicks for every email.

Sources you can report on

The template adds annual appeal, fundraising event, peer-to-peer and planned giving as sources, and foundation and corporate sponsor as account types, so saved reports can group by them.

The modules this runs on

Deep dives for nonprofits and foundations

How you set it up

Shaped around how nonprofits and foundations actually work.

Start from the Nonprofit & Foundations starter template in Settings, then adjust anything. Everything a template adds stays editable.

From the starter template

Grants

One record per application, linked to the funder company. Program areas and statuses are editable lists.

  • Grant Name
  • Funder
  • Program Area
  • Status
  • Amount Requested
  • Amount Awarded
  • Submitted
  • Decision
  • Report Due
From the starter template

Persons (donors)

The template adds these four donor fields to people, and a Donor details view to work them.

  • Donor Level
  • Lifetime Giving
  • Last Gift
  • Last Gift Amount
Built in

Companies

Funders and sponsors as organisations, with every grant and contact linked to them.

  • Account type: Foundation, Corporate sponsor
Built in

Tasks

Thank-you calls, report drafting and stewardship visits, assigned and dated.

  • Type
  • Priority
  • Due date

Suggested stages on Grants (the Status field)

  1. Researching
  2. LOI Submitted
  3. Application Submitted
  4. Awarded
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

Grant application

  1. Confirm eligibility and deadline, high priority, on plan start
  2. Draft the letter of inquiry, three days after plan start
  3. Collect budget and impact figures, seven days after plan start
  4. Final review and submit, fourteen days after plan start
Marketing journey

New donor welcome

  1. Add first-time donors to a static segment
  2. Send a thank-you email the same day
  3. Wait fourteen days, then send a story about what their gift did
  4. Wait thirty days, then invite them to give monthly
Duplicate rule

One record per supporter

  1. Matches people on email, or on normalised phone number
  2. Flags likely duplicates into the review queue
  3. Merging keeps the gift fields you choose and moves tasks, files and email

Supporter data, kept private.

Your supporters live in your own isolated, encrypted space with an audit trail, and roles decide which staff and volunteers see what. Consent and unsubscribes are recorded per channel and topic.

Read the security details →
FAQ

Questions from teams like yours.

Does GuardenerAI process donations?
It is not a donation page or payment processor. Record gifts on the donor’s record, and use invoices for sponsorships or event fees, with card payment links on the Max plan.
Can we track grant reporting deadlines?
Yes. Every grant has a Report Due date on its record, and an action plan lays down the drafting tasks with their own due dates, so the deadline sits on someone’s task list rather than in a field nobody checks.
Can volunteers have access without seeing everything?
Yes. Give them the Viewer or Member role. Every request is checked against the person’s role, and anything not allowed is denied.
Is the giving history calculated automatically?
No. Lifetime Giving and Last Gift are fields you fill in or import from your payment records. There are no formula fields.
Can we change the donor levels and program areas?
Yes. Everything the Nonprofit & Foundations template adds stays editable, including the lists of donor levels, program areas and grant statuses.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for membership organisations, education and training and event planners. See every industry.

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